Event Toolbox: Roles & Permissions

How Access Works in the Event Toolbox

Every link in the event toolbox (the side menu shown on event pages) is gated by a permission check. Two layers of roles decide what a given user sees and can do:

Base roles
Assigned to a user account directly, not tied to any one event: Administrator (full access to everything), Organization (club/event organizer), Race Official (anyone appointed to an event's jury, race committee, or technical committee), Coach, and Competitor. A user can hold more than one base role.
Event roles
Assigned per event, from that event's Officials panel, to users who already hold the Organization or Race Official base role — for example Chief Judge, Principal Race Officer, or Scorer. Holding Organization or Race Official is usually enough to make a toolbox link visible; actually using it for a specific event — editing records, assigning tasks, managing penalties — generally also requires one of the event roles below, assigned to that user for that event.

Event Role Groups

Many permissions are granted to a group of event roles rather than a single one. The groups referenced throughout this guide are:

GroupEvent Roles Included
Event Editor rolesEditor, Organizing Authority, Chief Judge, Vice Chairman, Chief Umpire, Principal Race Officer, Course Race Officer, Deputy Race Officer, Chief Measurer, Technical Delegate, Measurer, Classifier
Event Judge rolesChief Judge, Chief Umpire, Vice Chairman, Judge, Umpire, Judge/Umpire
Event Jury rolesEvent Judge roles, plus Jury Secretary
Event Race Officer rolesRace Director, Principal Race Officer, Course Race Officer, Deputy Race Officer
Event Technical rolesTechnical Committee, Technical Delegate, Chief Measurer, Measurer
Event ScorerScorer
Any Event roleAny role assignable from the Officials panel — the groups above, plus Organizing Authority, Class/Fleet Representative, Race Committee, Mark Layer, and Classifier

Two additional flags affect access but are not assigned from the Officials panel: Judge (a site-wide "National Judge" flag that gives a Race Official a few extra abilities everywhere, not just for one event) and Patron (a paid-supporter flag on the account).

The tables below cover only the controllers linked from the event toolbox menu (shared/toolbox/_event_panel_menu), organized by the same four dropdowns: Participant/Registration, Race Operations, Jury Operations, and Communications.

Participant / Registration Menu

Menu ItemControllerWho Has AccessNotes
Registration Dashboard / Edit Registration Settings registration_settings Administrator; Organization or Official holding an Event Editor role; Official holding Jury Secretary Every action in this controller (dashboard, export, edit settings) requires edit access to the event itself.
Competitors competitors Administrator, Organization, Official (any) Visibility only. Editing a specific competitor still requires an Event Editor role (Organization) or any event role (Official) for that event.
Crew Substitutions crew_substitutions Administrator, Organization, Official Competitors and coaches can submit and edit their own substitution request but cannot browse this list.
Event Boats event_boats Administrator, Organization, Official Shown when the "Boat Damage Reports" event setting is enabled.
Event Sponsors event_sponsors Administrator, Organization, Official Shown when the "Sponsors" event setting is enabled.

Race Operations Menu

Menu ItemControllerWho Has AccessNotes
Conflicts of Interest events#conflicts Administrator, Official Organization alone does not grant this — only Race Officials (and Administrators) can view declared conflicts.
Launches launches Administrator, Organization, Official  
Event Signals event_signals Administrator, Official Organization does not have this ability at all.
Crew Substitutions crew_substitutions Administrator, Organization, Official Same as in the Participant menu.
Equipment Substitutions equipment_substitutions Administrator, Official Organization does not have this ability.
Scoring Inquiries scoring_inquiries Anyone signed in (Administrator, Organization, Official, Coach, Competitor, or any other logged-in account) Officials additionally manage/resolve inquiries; the Event Scorer role is needed to score one.
Questions questions Everyone, including signed-out visitors  
Penalty Reports penalty_reports Administrator, Official  
Starting Penalties starting_penalties Administrator, Official  
Standard Penalties standard_penalties Administrator, Official  
Boat Damage Reports event_boat_damages Administrator, Organization, Official  
Retirements retirements Everyone, including signed-out visitors Officials additionally manage/resolve retirements.
Score Sheets score_sheets Administrator; Organization or Official holding an Event Editor role; any Coach or Competitor Unusually, this link checks permission to view the Event itself rather than a score sheet — Coaches and Competitors have blanket view access to events, so they see this link too.
Scoring scorings Administrator, Official The menu link itself only checks the event's scoring settings, not a role — it can appear for any signed-in user when fleet scoring is enabled, but non-officials will get an access-denied error if they click it.
Scoring Fleets scoring_fleets Administrator; users with the global Organization Editor role; Official holding Event Editor, an Event Race Officer role, or Event Scorer  

Jury Operations Menu

Menu ItemControllerWho Has AccessNotes
Tasks tasks Administrator, Official (any) The "Assign Tasks" (management) view additionally requires an Event Judge role for that event; otherwise the Official sees "My Tasks" instead.
Conflicts of Interest events#conflicts Administrator, Official Same as in the Race Operations menu.
Time Limits time_limits Administrator, Official  
Protests protests Anyone signed in Officials additionally manage protests if they hold an Event Technical role or an Event Judge role for that event.
Schedule schedules Administrator, Official  
Decisions decisions Administrator, Official (any) Managing/publishing a decision requires an Event Judge role; scoring one requires Event Scorer; deleting requires Event Editor, Chief Judge, or Vice Chairman.
Penalties (Appendix P) penalties Administrator, Official  

Communications Menu

Menu ItemControllerWho Has AccessNotes
Notices notices Everyone, including signed-out visitors  
Notifications messages Administrator, Organization, Official  
Event Communications event_communications Administrator; Officials who are also flagged as a Patron Organization users can edit event communications if they hold an Event Editor role, but that alone doesn't currently grant permission to view this menu item — worth a look if Organization users are expected to see it.

This guide reflects the permission checks in app/models/ability.rb and app/views/shared/toolbox/_event_panel_menu.html.erb at the time it was written. If the code changes, re-check this page against the source.

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